Program Assistant, International Visitor Leadership Program
We are seeking a Program Assistant to support the International Visitor Leadership Program (IVLP) and other exchanges. Launched in 1940 by the U.S. Department of State, IVLP seeks to build mutual understanding between the United States and other nations through carefully designed professional visits to the United States for emerging foreign leaders in government, politics, the media, education, the arts, business and other key fields. The IVLP team develops programs for approximately 500 IVLP visitors from around the world each year. The Global Connections department designs and implements academic, professional, cultural, and youth exchange programs for students and emerging leaders around the world. This person will provide administrative support to program officers working on IVLP projects and other exchange programs.
Essential Job Functions
Make logistical arrangements for groups of international visitors to the United States, including travel, hotels, ground transportation, catering, and coordination with local sponsors
Process and track project expenditures; produce financial documents; Assist in the monitoring of project budgets
Produce project materials, including but not limited to arrival packets, name badges and administrative documents
Maintain project files and database and provide general project support
Brief interpreters and international participants on administrative procedures and logistical arrangements pertaining to projects
Manage virtual meeting production logistics using Zoom and other virtual meeting platforms for IVLP participants in coordination with program officers
Perform other duties, as assigned
REQUIRED SKILLS AND QUALIFICATIONS:
Strong organizational skills and ability to manage multiple administrative tasks with a high degree of accuracy; ability to work independently and as a team member, take initiative, meet deadlines, and be flexible
Strong computer skills including use of databases and proficiency in Microsoft Office and Excel
Strong oral and written communication skills
Demonstrated strong interpersonal and cross-cultural communication skills
Demonstrated interest in international exchanges
Demonstrated interest in other countries
There are 31 FHI360 development competencies. The focus for this particular job will be:
Project Management (Planning and Time Management) - accurately scopes out length and difficulty of tasks (sets objectives/goals/measures). Breaks down work into steps, schedules, task/people assignments. Marshal's people, time, and resource efficiently. Arranges information in a useful manner and orchestrates multiple activities at once.
Problem Solving – analyzes problems, seeks input from others and considers a variety of solutions. Chooses most efficient and effective solutions with attention to the impact that solution has on other projects and tasks.
Technical Skills and Learning – lets go of outdated processes and procedures, seeks out resources to enhance technical skills, and readily learns new industry processes, systems and products.
Employees are expected to possess or have high potential for development of these three fundamental competencies.
Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
Must be able to read, write and speak fluent English, fluent in host country language as appropriate.
Basic knowledge of concepts, practices and procedures with project design.
Strong oral and written communication skills.
Demonstrated proficiency with Microsoft Office suite software.
Ability to problem solve and recommend corrective action as needed.
Strong organizational and attention to detail needed to adhere to project deadlines.
Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).
Works on problems that are limited in scope.
Problems are routine in nature and are standard procedures and policies.
Works independently and within a team on special non-recurring and ongoing projects.
Exercises judgment within defined practices and policies to perform duties.
Decisions made generally affect own job or specific functional area.
Has no supervisory responsibility.
Uses independent judgment to determine workflow and priorities.
Receives instructions on new assignments.
Typically reports to a Manager.
Associate Degree or its International Equivalent in Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.
Typically requires 0 - 2 years of relevant administrative experience supporting projects and/or a technical practice area.
Prior experience in a non-governmental organization (NGO) preferred.
Prior experience using Microsoft Office Suite preferred.
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit and stand for extended periods of time.
Ability to lift/move up to 5 lbs.
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Less than 10%
Date Revised: 9/10/2021
Posting Language at end of Posting Job Description
The expected hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
Hiring Salary Range: $38,000 - $55,000
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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